How to Steamline Event Registrant Info for Fundraisers?

Melissa Lide

Is there an efficient way for our fundraisers to access information on prospects registered for our Free events?

The process we are aware of involves several steps: going to the events listing, opening the event record, navigating to the event, clicking on the attending hyperlink, building a new constituent list, and applying filters for fundraisers. This requires 6-8 clicks and results in a static list that needs to be generated each time a fundraiser checks for updates.

It's cumbersome, especially when multiple events are being planned. Even if we saved lists as “accessible to others” and updated them daily, there would be a clutter of outdated information and poor use of the limited bandwidth resource.

To streamline this process, I’d love to hear your thoughts on potential solutions!

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Here is what else I've already vetted:

Insights—I don't see any way to do an insight unless there is a payment or gift as part of the registration.

Fundraising - Work - I don't see anything already built-in

Constituent List - There is a “registered for event” tag, but even with the filter, it lists all applicable tags. And, the fundraisers would still need to click into each record to see what event the prospect is registered for.

Action List - I didn't see anything helpful there.

Event List - Apart from building a constituent list from a specific event attendee hyperlink, I don't see a solution using that.

So, who all has already figured this out and has an awesome workaround ?

Thank you!!!!

Alex Wong

@Melissa Lide
In order to do what you want, which basically is a custom report that isn't supported by RE NXT directly, use export data (participant, gift, constituent, etc) from RE and build the custom report with it in Power BI, Tableau, or other custom visualization/reporting tool. This is going to take some time and human resources. There are a few ways this can be done, one method is through Power Automate, SKY API, SKY Add-in, and/or Power BI.

If you have interest, you may want to check out developer.blackbaud.com.

Dan Snyder

@Melissa Lide I use what @Alex Wong outlined with Power BI, but I think this is a great idea for the idea bank. I know query is coming out for webview soon so that may be the answer for the near future.

But for anything more complex than query output options you would still need to follow Alex's approach.

Sherry Aldrich

@Melissa Lide

I also struggle with this with no easy solution. We add people to our event. I create a static query in RE, then create a constituent list in NXT using the Static Query and pull the information needed by the fundraisers. I just need to remember to update the static query (Open, run save) and the list gets updated. It's not straightforward by any means, but it works and our staff gets what they need for information.

Melissa Lide

@Alex Wong Thanks so much - thankfully, we are picking back up on getting into PowerBI after putting it on hold, and the developer resource you provided will be great to have on hand. At that point, it'll be fun to get a community post going on how people are designing event reports. Thanks again, Missy

Melissa Lide

Thanks @Sherry Aldrich! So, you don't need to update and rename the static query? You just re-run it, save the static results, and it auto-updates the static query in the NXT list? I think I lost sight of that option and was thinking the static query would have to be renamed, and a new list built to have criteria and filters, and all would need to be (re)added in.

Melissa Lide

@Dan Snyder - thanks, I appreciate you taking the time and sharing your thoughts!

Sherry Aldrich

@Melissa Lide Yes. I have found that opening the static query, running it and saving updates the results. Like I said it's cumbersome but it works and the staff get what they need. It's the most streamlined i can make the process. It would be amazing if the same fields in participants list were available in the event module, but they aren't so I created something that would work.

Alex Wong

@Melissa Lide
@Sherry Aldrich

SKY API's Query API has an endpoint to refresh a static query. Combine that with a Power Automate schedule flow to call this endpoint, you now have an auto-refreshed static query at your desired interval.

you can also do this “on-demand” as needed in the same manner

Damon Rosenthal

@Alex Wong
Good idea Alex. That is basically what I was thinking after seeing Sherry's message. Could RE Queue be used in the same fashion to schedule refresh?

Alex Wong

@Damon Rosenthal
I don't use RE:Queue anymore since Query API came out, we also removed it from our contract renewal.

You will have to check RE:Queue to see if such option exists, I never used it on static query to refresh so I don't know.

Damon Rosenthal

@Alex Wong
I thought RE Queue was included vs an add on option. Where might I find out more about Query API?

Alex Wong

@Damon Rosenthal
you can start here: https://community.blackbaud.com/forums/viewtopic/586/67524

Damon Rosenthal

@Alex Wong
Thank you Alex!

Sherry Aldrich

@Alex Wong Thanks for the info. If I can make something happen with the systems already in place, we'll use them first. But if we need to expand for other uses, i'll keep it in mind

Alex Wong

@Damon Rosenthal
No RE:Queue is not free, it is a paid subscription

Dan Snyder

@Damon Rosenthal What @Alex Wong has pointed out about using Query API vs. Queue module to refresh a static query is right, just use the Query API. However, to answer your question you can refresh a static query with the Queue module, it is just a paid add-on.

Austen Brown

@Alex Wong - Static query refresh is possible through Queue.

@Damon Rosenthal - RE:Queue is an add-on. If you already have it but haven't gotten the scheduling feature to work - reach out to support they will need to ‘turn on’ that feature for you. I kid you not, this is a thing. Have had it happen with three clients.

Damon Rosenthal

@Alex Wong
Hi Everyone - I spoke with our BB Account Manager today and found out that RE Queue is included for us because with all renewals, new packages of RE NXT include it at no additional cost. We just renewed last year.

Also, if I understood the info correctly, Query API will be included too, but you have to ask BB to be an earlier adopter to get it before it is available to everyone.

@Austen Brown

Austen - yes I may need to contact BB support to get RE Queue functioning as expected.

Damon Rosenthal

@Dan Snyder
Thanks Dan!

Alex Wong

@Damon Rosenthal
Query API is already accessible to everyone. it is no longer in PREVIEW

what is in PREVIEW is Query on webview.

Melissa Lide

@Alex Wong Thanks. I look forward to learning the SKY API. Is it pretty straightforward or really layered?

Alex Wong

@Melissa Lide
It isn't hard to get started. a data driven logical mindset will help you get the most of this.

Start with: what are you trying to achieve as specific as possible. Then take one step at a time to automate. You can join the user group for power automate coming Tuesday to get a feel